Formal Register

As a student, you'll be familiar with the formal register. Your lessons, presentations, and lectures are most likely delivered by your teacher in the formal register (at least for the most part), as it is often associated with written language, and academic and professional settings.

People who work in customer service often use the formal register when addressing clients.

The formal register is just one of the registers we use daily. So, what are the other kinds of registers?

There are six main types of language register:

• Casual register
• Intimate register
• Frozen register
• Consultative register
• Neutral register
• Formal register

To begin, let's look at the meaning of 'formal register'.

Formal Register Definition

As the 'Do-Re-Mi' song from The Sound of Music¹ states, 'the beginning is a very good place to start', so let's start with a definition!

First of all, what exactly is a register?

What, then, is the formal register?

This means that the formal register refers to the variety of language used in important, official, or ceremonial situations where proceedings are dictated by particular etiquette or rules.

Formal Register in Communication

Now that we have the definition of 'formal register' under our belts, let's take a closer look at the characteristics of the formal register that we can identify in communication.

Formal register characteristics

• generally somewhat impersonal and unemotional

• uses complete sentences, complex or longer sentence structures, and standard grammar

• most commonly uses Standard English (e.g., standard British English or standard varieties of other languages, depending on the country, e.g. Standard French)

• makes use of extended or complex vocabulary

• limited use of personal pronouns

• avoids using pet names and terms of endearment

• avoids contractions and abbreviations

• avoids idioms and metaphorical language

• generally avoids imperative sentences

• avoids colloquialisms, slang words, swearing, and vulgarities

• used in formal, official, or ceremonial situations, or situations that follow conventions of some kind

How do you know when to use the formal register?

Audience

If you're struggling to know when to use the formal register, your audience is one of your most helpful hints! For example, if you're having a chat, or even a more serious discussion, with a friend or close family member, it is unlikely that you'll need to use the formal register.

When we talk to people we know well, are close to, and feel comfortable around, we seldom need to use the formal register. Even when having important discussions or debates, it's more likely that we will use some informal language and language features rather than carefully constructing complex sentences and making sure our language is impersonal and standard.

On the other hand, when we speak to authority figures, employers, teachers, and other professionals, the formal register might feel more natural than more casual speech. Using the formal register in conversation with authority figures and professionals shows respect and will likely match the manner in which they are speaking to you.

Place

Oftentimes, the place in which a situation occurs will have a significant impact on the situation itself. There are some places where the formal register is not only appropriate, but expected. For example, in court, both lawyers and witnesses are expected to use formal and factual language. It is not appropriate for people to swear or use unnecessary colloquialisms.

There are many places and situations where the formal register is used as standard. Some other examples could include:

• offices and corporate spaces

• business meetings and presentations

• academic lectures and presentations

• hospitals

Purpose

The reason behind the communicative interaction is a very important factor in determining what register to use.

If the purpose of the conversation or communication is simply to share information or catch up with a loved one or friend, then the formal register is not needed. Asking small favours of people, whether you know them well or not, does not generally require the formal register. For example, when asking a stranger on a train if they have the time, it is not necessary for you to use complicated sentences or even standard English; you could quite easily do this in the casual register.

If the purpose of the communication is to discuss a serious or official matter, ask for guidance or clarification on something, or to complain about something formally. In that case, the formal register might be more appropriate. Business-related communications, legal and accounting procedures, and academic situations also commonly call for the formal register.

Business meetings are another example of when the formal register is appropriate.

Formal Register Use

Now that we've covered the main features of the formal register, and the factors that determine when it should be used, let's look at some examples of these situations:

• When teachers, lecturers, and other kinds of academic speakers deliver lessons and educational material, it's likely they will use the formal register (at least to a degree). This is because the formal register is clear and complete, using full sentences and grammar, as well as extended vocabulary. These characteristics make the formal register a good medium for teaching.
• Additionally, when speaking to a teacher, lecturer, or academic professional, the student might also use the formal register. Because these academic professionals are authority figures in their particular fields, using the formal register to communicate with them shows respect.
• In most kinds of job, the formal register is appropriate when an employee addresses their boss. If you had an issue you wanted to discuss, or required clarification on a work-related matter, you might send an email to your employer (or manager/supervisor etc) and it would make sense to use the formal register.
• When politicians and other authority figures in society make public addresses or speeches, they will most likely use the formal register. They will use full sentences, avoid slang and colloquialisms, and often follow certain conventions depending on the type of ceremony, speech, or broadcast.

Some other examples of when the formal register might be used include:

• when writing letters of complaint

• when writing letters of recommendation/ references

• when sending emails or memos in a corporate or professional environment

• during court proceedings and other legal procedures

• during wedding ceremonies and vow renewal ceremonies

Formal Register Conversation Example

No matter what the English Language topic, examples can help to consolidate our understanding. On that note, here are some examples of the formal register in verbal communication:

Wedding ceremonies are a prime example of the formal register being used in verbal communication for several reasons. Firstly, the language used by both the officiant and the couple getting married is generally formal in nature, avoiding colloquialisms, contractions, and abbreviations. Secondly, wedding ceremonies are exactly that: ceremonies. They therefore follow specific conventions, which is another common characteristic of the formal register. Standard English (or a standard version of another language) and complete sentences are also used, rather than more casual language varieties and short sentences.

Another example:

In this example, the formal register is shown in how both participants use formal greetings such as 'Good afternoon', and 'have a good day', as well as the receptionist using the formal title 'Sir' to refer to the customer. Both participants are polite without being overly personal, and standard grammar and language choices are used throughout the exchange. Neither participant uses slang, colloquialisms, idioms, or contractions during the conversation either.

Formal Register in Writing

Now let's look at some examples of the formal register in writing:

In this email example, we see that Susan has used the formal greetings of 'Dear Mr. James' and 'Kind Regards', and has kept the tone of the email professional and direct throughout. There is no overly descriptive language, no metaphorical references, and no slang. The sentences have been carefully constructed, and she has used Standard English and grammar too. There is no mention of personal matters, and Susan does not use any language that suggests she has a familiar or casual relationship with Mr. James. Business-related correspondence is often carried out using the formal register.

Academic essays are also typically written using the formal register:

Many different written documents use the formal register, including academic essays and contracts.

In this opening paragraph to an academic essay, we see that informal language is avoided, as are idiomatic language, contractions, and abbreviations. The sentences use standard grammar and have a range of lengths and compositions, showing that they have been purposefully constructed. The writing style is impersonal, and the vocabulary choices stick closely to the topic being discussed. Casual language, non-standard grammar, and overly descriptive passages would not be appropriate in most forms of academic essays.